Administrative Specialist

Worcester Polytechnic Institute; Worcester (MA); On-site; USD 32,000 - 36,000; Full time

Job summary

Worcester Polytechnic Institute (WPI) invites applications for an Administrative Specialist in the Integrative & Global Studies department in Worcester. The role provides essential support to the Department Head and faculty, including scheduling, document management, and event coordination.

The position involves maintaining syllabi, grant materials, and internal communications. Responsibilities cover administrative support, financial operations, project center coordination, data updates, and

Qualifications

• High school diploma or GED and 3–5 years of office experience.
• Proficiency with Microsoft Office and Outlook.

Responsibilities

• Provide general and specialized support to the Department Head and faculty.
• Schedule meetings, take notes, and prepare agendas and materials.
• Maintain the department website, calendars, and records.
• Support faculty searches, grants, budgets, and invoicing.
• Coordinate events, room scheduling, and visitor logistics.

Education

High School Diploma or GED

Tools

Microsoft Office

Outlook

Job description

JOB TITLE

Administrative Specialist

LOCATION

Worcester

DEPARTMENT NAME

Integrative & Global Studies

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

This position will provide general and specialized support to the Department Head and faculty in WPI’s Department of Integrative and Global Studies.

JOB DESCRIPTION

Responsibilities:

Administrative Support

• Prepare, file, and maintain departmental confidential documents, including personnel records, contracts, annual reviews, tenure reviews, etc..
• Assist in scheduling/providing zoom links for meetings with DIGS department head and program directors
• Schedule, disseminate agendas, and provide note-taking functions for department meetings.
• Provide administrative support to department committees.
• Provide support for organizing departmental meetings and events (flyers, listserv invites, WPI today/announcements, space, catering, guest support) Gathering, collating, presenting program/survey/ data/information as required.
• Support department initiatives as required
• Support faculty searches (correspondence, scheduling, reservations for visitors, expenses, other paperwork).
• Share in supervisory role of student workers.
• Maintain updated syllabi for each course/instructor.
• Collate/format documents/appendices for grant applications/proposals.
• Maintain website for DIGS faculty
• Maintain calendar for 1-2 conference rooms in the project center, schedule as necessary for PQP meetings.
• Requisition work orders with facilities.
• Oversee and maintain shared office equipment and supplies (copier, paper, other supplies).
• Ensure the delivery of outgoing mail.
• Student support.

Support Academic Programs

• Assist with event organization.
• Schedule courses (ID2050 and grad classes)
• Help organize faculty workshops and training seminars.

Financial operations

• Process incoming expense report reviews for DIGS faculty designees.
• Setting up and onboarding new hires (students, adjuncts and other non-GPP) and payments.
• Producing financial reports for DIGS cost center
• Support grant administration and disbursement of funds for department faculty
• Pay department invoices

Project center support

• Provide local coordinator support to the Worcester Community Project Center including overseeing building resources and supply ordering, distribution and collection of keys and parking passes
• Coordinate with instructors to secure venues/catering for final presentations at the end of every term.

Data Analysis and Outreach

• Work with Marketing and Communications Department in maintaining and updating department website, using Content Management System, Drupal, and Word Press
• Maintain signage, announcements/displays
• Research, write, and contribute department-related articles to newsletters, websites, and social media.
• Work with department to produce and publish short, information posts that spotlight department-related projects and activities.
• Assist with preparation of the Department Handbook
• Assist with preparation of the Department Annual Report

Requirements:

• High School Diploma or GED and 3-5 years’ relevant experience, in an office setting.
• Must be familiar with Microsoft Office and various office products, including Outlook.

Compensation

Hourly pay rate: $23.00 - $25.50 per hour. Salary is based on related experience, expertise, and internal equity. WPI’s benefits package includes a robust retirement match, wellness perks, tuition assistance and more!

FLSA STATUS

United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status,or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making.It is committed to maintaining a campus environment free of harassment and discrimination.